What are the responsibilities and job description for the EXECUTIVE SECRETARY II (UPWARD MOBILITY) position at illinois?
Agency: Department of Human Services
Class Title: EXEC SECRETARY II - 14032
Skill Option: Keyboarding
Bilingual Option: None
Opening Date: 03/20/2025
Closing Date/Time: 04/02/2025
Salary: Anticipated Salary $4,766-$6,632/month ($57,192-$79,584/year)
Job Type: Salaried
Category: Full Time
County: Williamson
Number of Vacancies: 1
Plan/BU: RC014
This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.
All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.
While not required, a Resume/Curriculum Vitae (CV) is recommended. When applicable, titles that require specific coursework, professional license or certification will include a notation requesting the appropriate document(s) be uploaded in the Additional Documents section of your application. Failure to upload requested transcripts, license and/or proof of certification when specified may result in ineligibility. Please note that the Department of Human Services must verify proof of higher education for any degree earned (if applicable) regardless of vacancy title before any offer can be extended.
Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.
Posting Identification Number 45089
Why Work for Illinois?
Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home.
No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.
Position Overview
Under general direction of the Region 5 Regional Administrator, serves as administrative secretary; performs highly responsible secretarial and clerical administrative functions; independently carries out a variety of assignments; reviews outgoing correspondence for compliance with office policies and procedures; performs sensitive liaison work with local office managers and professional staff; and verifies completion of assignments.
Essential Functions
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Serves as secretary to the Region 5 Regional Administrator.
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Keyboards extensive and complex letters, memoranda, reports, minutes, etc.
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Receives and screens supervisor's calls.
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Maintains a variety of office records and files, including confidential correspondence, timekeeping records, annual safety documents, annual inventory, property control, warehouse ordering, work order requests, official bulletins, program material, departmental and federal releases, legislation, and any other material which might be applicable to operational areas.
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Discusses and processes confidential matters for supervisor.
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Keyboards minutes from handwritten notes for staff and departmental meetings.
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Performs other duties as assigned or required which are reasonably within the scope of duties enumerated above.
Minimum Qualifications
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Requires knowledge, skill and mental development equivalent to completion of two (2) years of secretarial or business college and two (2) years of secretarial experience or completion of high school and four (4) years of secretarial experience.
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Requires ability to keyboard accurately at 55 wpm.
*Qualifying state employees in the employee Upward Mobility Program may complete combinations of specific proficiency tests and training programs leading to a certificate of proficiency in lieu of the stated requirements for this classification.
Preferred Qualifications
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Two (2) years of experience meeting deadlines with strong attention to detail while multi-tasking multiple projects.
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Two (2) years of experience working in a public or private organization maintaining confidentiality and handling sensitive information with professionalism.
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Two (2) years of secretarial experience handling timekeeping and/or managing benefit time for a public or private organization.
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Two (2) years of experience organizing and maintaining files for a public or private organization.
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Two (2) years of experience communicating clearly and effectively both orally and in writing.
Work Hours: Mon-Fri, 8:30am-5pm; 1 hour unpaid lunch
Work Location: 1107 W Deyoung St, Marion, Illinois, 62959
Region 5
Administration
Williamson
Agency Contact: DHS.HiringUnit@illinois.gov
Posting Group: Office & Administrative Support; Social Services
About the Agency:
The Illinois Department of Human Services serves families in need across Illinois. Our mission is providing equitable access to social services, supports, programs and resources to enhance the lives of all who we serve. We are committed to the core values of Human Dignity, Equity, Community, Urgency, Transparency and Kindness.
As a State of Illinois Employee, you will receive a robust benefit package that includes the following:
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A Pension Program
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Competitive Group Insurance Benefits including Health, Life, Dental and Vision Insurance
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3 Paid Personal Business Days annually
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12 Paid Sick Days annually (Sick days carry over from year to year)
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10-25 Days of Paid Vacation time annually - (10 days in year one of employment)
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Personal, Sick, & Vacation rates modified for 12-hour & part-time work schedules (as applicable)
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13 Paid Holidays annually, 14 on even numbered years
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Flexible Work Schedules (when available dependent upon position)
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12 Weeks Paid Parental Leave
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Deferred Compensation Program - A supplemental retirement plan
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Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP)
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GI Bill® Training/Apprenticeship Benefits eligibility for qualifying Veterans
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5% Salary Differential for Bilingual Positions
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Commuter Savings Program (Chicago only)
For more information about our benefits please follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx
This title is within the Upward Mobility Program (UMP). General Program information can be found by clicking on the Upward Mobility Program link or for specific title information at UMP Title Descriptions. To utilize upward mobility contractual rights for this position, employee must apply internally and upload a copy of the UMP grade notice to their application documents prior to submission. UMP grades can be uploaded to the Additional Documents OR Grade Documentation section of the application.
APPLICATION INSTRUCTIONS
Use the “Apply” button at the top right or bottom right of this posting to begin the application process.
If you are not already signed in, you will be prompted to do so.
State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon.
Non-State employees should log in on the using the “View Profile” link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon. If you have never before signed in, you will be prompted to create an account.
If you have questions about how to apply, please see the following resources:
State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid
Non-State employees: on Illinois.jobs2web.com – click “Application Procedures” in the footer of every page of the website.
State employees should include temporary assignments in the application profile. Temporary assignment verification forms can be uploaded to the Additional Documents section.
The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:
- donotreply@SIL-P1.ns2cloud.com
- systems@SIL-P1.ns2cloud.com
Salary : $57,192 - $79,584
